Executive Assistant – Founding Team

Location: Bengaluru / Chennai, with travel to Chettinad and other event locations as required

Employment: Full-time

Experience: 1–3 years preferred

Compensation: ₹3.5–5 lakh per annum, depending on experience and fit

About the job

This is a new premium experiences and events company built around a simple idea: exceptional experiences are curated, not assembled.

We are building a deliberately small, highly hands-on company focused on creating distinctive private celebrations and experiences with exceptional attention to detail.

As an early member of the team, you will have the opportunity to see the company being built from the ground up and take on increasing responsibility as Vishesham grows.

The Role

We are looking for a highly organised, resourceful and dependable Executive Assistant to support our Founding Team, working particularly closely with the Co-Founder & COO.

This is not a conventional EA role limited to calendars and meetings.

You will help keep the company organised across clients, events, vendors, finances, travel, documentation and day-to-day operations.

You will often be the person ensuring that conversations turn into actions, actions have owners, deadlines don't slip, financial documents are recorded correctly and important details don't get lost.

For the right person, we expect the role to grow significantly with the company.

Key ResponsibilitiesExecutive & Founding Team Support

- Manage calendars, meetings, appointments, travel and scheduling.
- Organise meeting agendas and take clear notes where required.
- Maintain action trackers and follow up on agreed tasks and deadlines.
- Coordinate communication between founders, team members, clients and external partners.
- Organise documents and information so they can be retrieved quickly.
- Handle confidential business, financial and client information with discretion.
- Help the leadership team stay focused on the highest-priority issues.

Client & Event Coordination
- Support the team from initial client enquiry through planning, execution and post-event follow-up.
- Schedule client meetings, property visits, tastings, vendor discussions and planning sessions.
- Maintain accurate records of client preferences, decisions, approvals and outstanding actions.
- Help coordinate guest information, accommodation, transportation and other event logistics where required.
- Maintain event checklists, timelines and trackers.
- Follow up with internal and external stakeholders to ensure deadlines are met.
- Assist the operating team during site visits and events when required.

Vendor & Partner Coordination
- Maintain an organised database of properties, caterers, designers, photographers, artists, production partners, transportation providers and other vendors.
- Collect and organise quotations, proposals, invoices and supporting documents.
- Track vendor deliverables and deadlines.
- Schedule vendor meetings and site visits.
- Follow up on pending information and documentation.
- Maintain updated vendor contact information, rate cards and commercial information.




- Help ensure vendor commitments and payments are properly documented.

Accounts & Financial Data Entry You do not need to be an accountant. However, accurate financial administration will be an important part of the role.

You will

- Enter day-to-day expenses, invoices, receipts and other transaction information into the company's accounting system and/or financial trackers.
- Collect, organise and digitally file vendor invoices, bills, receipts and payment confirmations.
- Maintain event-wise expense records, allowing the team to compare actual costs against approved event budgets.
- Record and track vendor advances, balance payments and outstanding amounts.
- Record client collections and maintain payment trackers.
- Help maintain reimbursement and petty-cash records where applicable.
- Assist with basic reconciliation by ensuring transactions have appropriate invoices and supporting documents.
- Follow up with vendors for missing invoices, GST invoices and payment documentation.
- Prepare and organise information required by the company's accountant/CA for bookkeeping, GST, TDS and statutory work.
- Ensure accounting information is entered accurately and promptly.
- Maintain strict confidentiality around company and client financial information.

No accounting qualification is required. Familiarity with Zoho Books, Tally or similar accounting software would be an advantage. Training can be provided where necessary. Business Administration & Systems

- Maintain company records, contracts, templates and operating documents.
- Help establish and maintain the company's CRM.
- Track enquiries, proposals, client follow-ups and sales activity.
- Maintain weekly management action lists and basic dashboards.
- Help coordinate with accountants, lawyers and other professional advisers.
- Maintain structured digital filing systems.
- Help document processes and create checklists as the company develops.
- Identify administrative tasks that can be simplified or automated.
- Help build the operating discipline required for Vishesham to scale without losing attention to detail.

On-Ground & Event Support Events don't always happen during normal office hours, and this role will occasionally require flexibility.

You may be required to:

- Travel to Chettinad and other event destinations.
- Attend important site visits.
- Assist with event preparation and coordination.
- Support the operating team during live events.
- Help resolve last-minute administrative and logistical issues.
- Coordinate information between the team, vendors and other stakeholders.

Who We're Looking For This role would suit someone in the early stages of their career who is exceptionally organised, ambitious and eager to take on responsibility.

You may have 1–3 years of experience in executive assistance, administration, operations,



events, hospitality, travel, luxury services, customer service or a founder's office.

We are also open to an outstanding candidate from another background who can demonstrate strong organisation, communication and ownership.

You should be

- Exceptionally organised and attentive to detail.
- Comfortable managing multiple tasks simultaneously.
- Comfortable working with numbers and performing accurate data entry.
- Confident following up with people and getting things completed.
- Explicit and qualified in written and spoken communication.
- Comfortable using spreadsheets and digital productivity tools.
- Calm when plans change or something unexpected happens.
- Discreet with confidential information.
- Resourceful and willing to solve problems independently.
- Comfortable working in an early-stage environment where responsibilities will evolve.

Strong written and spoken English is essential. Tamil would be an advantage. Comfort with Google Workspace, Excel/Google Sheets and modern productivity tools is expected. Experience with CRM or accounting software is useful but not mandatory.

The Kind of Person Who Will Do Well Here

We're looking for someone whose instinct is to close the loop.

If a vendor hasn't sent an invoice, you follow up.

If a meeting results in five actions, you make sure they're recorded and assigned.

If a client decision hasn't been documented, you document it.

If an expense has been paid but isn't in the tracker, you notice.

If something is likely to become a problem next week, you raise it this week.

You won't be expected to know everything from day one. But we do expect curiosity, ownership, accuracy and reliability.

What This Role Is Not

This isn't a narrowly defined 9-to-5 administrative job.

Vishesham is being built from the ground up. Responsibilities will evolve, there will be busy periods around events, and occasional travel and flexibility will be required.

It is also not an accounting role. You will maintain accurate financial records and data, while our accountant/CA remains responsible for accounting, taxation and statutory compliance.

Why Join Vishesham?

You'll be joining at the beginning.

Rather than entering a large organisation where your responsibilities are narrowly defined, you'll have the chance to understand how a premium experiences company is built—from client acquisition and event planning to vendors, finances and execution.

As Vishesham grows, we want the person in this role to grow with it.

VISHESHAM

Curating Experiences.

How to Apply

Please send us your CV along with short answers to these three questions:

1. Tell us about a situation where you took ownership of something that wasn't formally your responsibility.

2. Imagine you're coordinating an important client event and three urgent problems happen at the same time. How would you decide what to handle first?

3. Why does joining an early-stage company like Vishesham interest you?

Compensation: ₹3.5–5 LPA, based on experience and fit.

Pay: ₹25,000.00 - ₹45,000.00 per month

Work Location: Hybrid remote in Bengaluru, Karnataka

📌 Executive Assistant - Founding Team (Bengaluru)
🏢 The Chettinad Vishesham
📍 Bengaluru